Order Item Statuses

You use order item statuses to track the status of each individual item on an order. The software  comes with four default item statuses: Waitlist, Open, Completed and Cancelled. You can also add additional item statuses if needed. You cannot delete the Ungerboeck provided item statuses but you can retire them.

Order item statuses all belong to one of four classes: Open, Waitlist, Completed, Cancelled and Suspended. Enterprise is pre-configured with one default order status for each class. You must have one active order item status for each class. 

Order item statuses are used with order statuses so when an order status changes, the order item statuses also change. When cancelling service orders, Enterprise uses the order item status assigned to the order status. If no order item status is assigned to the order status, then it uses the system default cancelled item status. To learn how to link an order status with an order item status, see Order Statuses.

Add an Order Item Status

  1. Click the Order Item Status Master link from the Main Menu. The Order Item Status Master screen opens.
  2. Click the Add button. The Add Order Item Status screen opens.
  3. Enter the necessary information:
    • Description – Name of the order item status.
    • Code – Unique alphanumeric code.
    • Text Color – The text color when the order item status displays in a drop-down or on a screen. 
    • Class – Determines how the order item status is used:
      • Open – Indicates the item is at an active status. Order item statuses with a class of Open are available for order statuses set to an Active, Closed or Hold class.
      • Wait List – Indicates the item is at a waitlist status. This is often used in registration when allowing waitlisting for registration items. This allows you to create a waitlist to reference if space becomes available for a registration item.
      • Completed – Indicates the work order item for the service order item is completed. Order item statuses with a class of Completed are available after the item is completed and an actual is created.
      • Cancelled – Indicates that the item is cancelled. When cancelling an order, the order item status configured to use for the cancelled order status is assigned to the item. The user is not able to select from a list of cancelled order item statuses on a cancelled order.  
      • Suspended – Indicates the item is on a hold status.
    • Abbreviated Description – Shortened description of the item status description to use on various Enterprise screens.
    • Weight – Determines the order the item status displays in the Item Status drop-down. Drop-downs display the order status in ascending order by weight.
    • Background Color – The background color when the order item status displays in a drop-down or on a screen.
    • Retire – If checked, the order item status is not available for selection.
  4. Click OK.

Change an Order Item Status

You can change the information for an order item status after you have created it. When you change the order item status information, it updates wherever the order item status is used. If you don't want to update the already existing order item status data, then you must add a new order item status using the steps in Add an Order Item Status.

  1. Click the Order Item Status Master link from the Main Menu. The Order Item Status Master screen opens.
  2. Select the order item status to edit.
  3. Right-click and select Edit. The Edit Order Item Status screen opens.
  4. Update the necessary information.
  5. Click OK.

Inactivate an Order Item Status

If you no longer use an order item status but want to keep record of it for reporting or other purposes, you can make it inactive. When you make an order item status inactive, it is no longer available for selection in the Item Status drop-down.

  1. Click the Order Item Status Master link from the Main Menu. The Order Item Status Master screen opens.
  2. Select the order item status to make inactive.
  3. Right-click and select Edit. The Edit Order Item Status screen opens.
  4. Check the Retire check box.
  5. Click OK.

Delete an Order Item Status

If you no longer use an order item status and don't want to keep a record of it, you can delete it. When you delete an order item status that is used, you receive a prompt to select an order item status to replace the order item status you are deleting. You cannot undo the delete or delete and replace process. You cannot delete the default order item statuses provided by Enterprise.

  1. Click the Order Item Status Master link from the Main Menu. The Order Item Status Master screen opens.
  2. Right-click on the order item status to delete.
  3. Select Mark for Delete.
  4. Click the Save button. If the order item status is used, the Replace screen opens.
  5. Select the order item status from the drop-down to replace the deleted order item status.
  6. Click OK.

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Comments

6 comments

Date Votes
  • Lori Lee

    I did this, logged out, but not seeing the additional cancelled statuses I setup. What window should we be in to assign the item to the new Order Item Status?

    0 upvotes

  • Maggie U.

    Hi Lori,

    For service orders, when you cancel the service order, it will use the order item status assigned to the order item status. If no order item status is assigned to the order status, then it will use the system default cancelled item status.

    I'll update the articles to reflect that information.

    0 upvotes

  • Maggie U.

    Some additional information that I intended to put into my original comment:

    If you would like to have a particular cancelled order item status that is applicable for certain cancellation reasons, then you can create multiple cancel order item statuses for each scenario and then create multiple cancelled order statuses. Then assigned the order item status for each cancellation status. Then when cancelling the order, select the appropriate cancelled order status and the configured order item status will be assigned to the items.

    0 upvotes

  • Lori Lee

    I am working with Order Items, not service orders. I am cancelling just an item off an order, so not cancelling the entire order. I setup the new order item status of 'No Show' as a class of 'Cancelled'. However, when I cancel the one item off the order (going under Tools / Cancel Item), it sets it to cancelled and I am not able to set the status to No Show.

    0 upvotes

  • Lori Lee

    Let me rephrase the last sentence...I am not able to set the 'item' status to No Show.

    0 upvotes

  • Maggie U.

    Hi Lori,

    When cancelling an item, it is currently not possible to select which cancelled status to use for the item. You can submit an enhancement for this functionality by going to supportcenter.ungerboeck.com and clicking the Submit a Ticket button.

    Thanks,
    Maggie

    0 upvotes

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